Whether you're transitioning from another system or managing bulk inventory updates, importing purchase orders using CSV files can streamline the process and ensure your inventory is accurately reflected in MyTime. This guide walks you through the steps to import purchase orders using the Ingest Data tool.
Things to know:
- Purchase orders can be imported in any status
- draft
- ordered
- checking_in
- completed
- canceled
- A sample ZIP file is attached at the bottom of this article for reference.
- You’ll need to create four CSV files using Excel before importing.
Contents:
Create the Required CSV Files
- You’ll need to prepare four CSV files with the following structure:
- purchase_order_items: Contains the individual product data for the purchase order.
Column Description purchase_order_item_id External unique ID for the product in the purchase order purchase_order_id
External unique ID for the product in the purchase order mytime_vendor_sku_id
This can be found by exporting the vendors and locating the ID in the inventory_vendor_skus sheet in column B item_count
The quantity of the product in the order cost
The cost of the product tax
The tax per product stock_type
Where the item is stocked (e.g., retail or back_bar) discount
Any discounts applied to the purchase order deleted
This gives you the option to delete products by changing the '0's to '1's - purchase_orders: Contains the overall purchase order information.
Column Description purchase_order_id External ID of the purchase order location_id The 'Store ID' located on the 'Edit Location' modal under Business Setup> Business Profile> Edit Locations > Store ID. You can add your own if this field is blank.
mytime_vendor_id The internal MyTime vendor ID. This can be found by exporting the vendors and locating the ID in the inventory_vendor_skus sheet in column D status The status of the purchase order: - draft
- ordered
- checking_in
- completed
- canceled
shipping_cost The shipping cost of the purchase order po_number Purchase order number shown in MyTime ordered_at The date the purchase was created (YYYY-MM-DD) deleted This gives you the option to delete products by changing the '0's to '1's - purchase_orders_manifest: Lists the names of the CSV files you’ve created.
- Example contents:
- purchase_order_items.csv
- purchase_orders.csv
- Example contents:
- batch_manifest_purchase_order: Lists the name of the folder containing all the CSV files.
- Example contents:
- purchase_order/
- Example contents:
- purchase_order_items: Contains the individual product data for the purchase order.
- Download the Excel sheets as a CSV file
Create and Zip Your Files
- Create a folder on your computer called purchase_order.
- Move the purchase_orders_manifest.csv, purchase_orders.csv and purchase_order_items.csv files into the 'purchase_order' folder
- Select both the 'purchase_order' folder and the batch_manifest_purchase_order.csv file
- Right-click and choose "Add to Archive" or "Compress" depending on your device. If promoted, choose the Zip format.
- Name the zip file. Example: purchase_order_0528.zip
- Upload your ZIP file to MyTime.
- Log in to your MyTime account
- Click the arrow beside your name in the top right corner to see 'Ingest Data'
- On the Processed Batches page, click 'Upload File'
- Select your zip file, then click Open.
- Click 'Import File' to start the upload (Your file will not import unless this button is clicked)
- Once the file is uploaded, it will appear in the list with an end time and a status of Finished when complete.
Congrats, you have successfully imported your purchase orders. You can navigate to POS > Inventory to view the changes.
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